SERVICE ADMINISTRATOR – ORIGIN FITNESS
Full‑time | Based in Edinburgh (Head Office)
Department: Service Team
Origin Fitness is a leading UK distributor and manufacturer of commercial fitness equipment. We partner with commercial operators, education facilities, sports performance organisations and distributors to deliver high‑quality equipment alongside comprehensive support services — including gym design, installation, training and servicing.
We are an ambitious, innovative and fast‑growing company, working towards our vision of becoming the best commercial fitness equipment supplier in the UK. Our people and our culture sit at the heart of this mission, and our core values shape how we work together every day.
Learn more: originfitness.com/vision-and-values
We are now expanding our Service Team and seeking a motivated, proactive, and highly organised Service Administrator who takes pride in delivering exceptional service and contributing to a high‑performing environment.
Why This Role Matters
The Service Team plays a critical part in ensuring that customers receive fast, effective support, excellent communication and high‑quality maintenance and repairs. As a Service Administrator, you will help minimise downtime for customers, support our engineers, and ensure every customer interaction reflects the professionalism and service excellence that Origin Fitness is known for.
This is an exciting opportunity for someone who is organised, resilient, customer‑focused, and thrives in a fast‑paced environment.
ROLE SUMMARY
We are looking for a committed and enthusiastic administrator with strong customer service experience. You will be responsible for coordinating service requests, communicating with customers and engineers, logging and managing faults, scheduling repairs, and ensuring a seamless experience from first contact to resolution.
This role suits someone who:
- Takes ownership of their work
- Enjoys problem-solving
- Communicates clearly and confidently
- Is motivated by delivering great results
- Brings a positive, team‑focused attitude
- Thrives during busy periods and can prioritise effectively
KEY RESPONSIBILITIES
- Customer Service & Communication
- Communicate with customers via phone and email, providing timely updates and accurate information.
- Log customer issues accurately, assist with fault diagnosis where possible, and ensure expectations are managed professionally.
- Document all interactions, enquiries, complaints and resolutions.
- Ensure every customerreceives a positive, supportive and professional experience.
Service Coordination & Scheduling
- Plan the daily routes of service engineers and schedule repairs, maintenance visits and call‑outs.
- Ensure all scheduling aligns with Service Level Agreements (SLAs), KPIs and internal procedures.
- Collaborate closely with engineers and internal departments to ensure efficient service delivery.
Administration & Operational Support
- Maintain accurate records and database entries using internal systems.
- Track customer issues using digital tools and escalate unresolved matters to the Service Manager where appropriate.
- Support continuous improvement by suggesting smarter ways of working when you spot them.
WHAT SUCCESS LOOKS LIKE IN THIS ROLE
- You deliver accurate, high‑quality administration under time pressure.
- Customers feel confident, informed and supported after every interaction.
- You proactively identify issues and solve them before they escalate.
- You bring energy, reliability and positivity to the Service Team.
- You contribute to a collaborative, high‑performance culture.
SKILLS, EXPERIENCE & QUALIFICATIONS
Essential
- Strong computer literacy, including Microsoft Word, Excel and Outlook.
- Experience using Microsoft Dynamics Business Central / NAV (or similar systems).
- Minimum of 2 years’ administrative and/or service experience.
- Excellent written and verbal communication skills.
- Highly organised with strong time‑management ability.
- Calm, professional and effective under pressure.
- A quick learner with a proactive problem‑solving approach.
- Ability to work independently while contributing to a supportive team.
Desired
- Experience within a service, workshop, logistics or parts environment.
- Knowledge of scheduling or engineer coordination.
Personal Qualities
- Strong sense of ownership and accountability.
- Positive, team‑oriented attitude.
- Motivated by delivering high standards of customer service.
- Flexible and adaptable during busy periods, with healthy working practices.
WORKING AT ORIGIN FITNESS
We care deeply about our people, their wellbeing and their development.
Your Career Development
- Be part of a vibrant, growing company with 55 employees.
- Ongoing training and opportunities to develop and diversify your skills.
- Clear progression opportunities and regular 1‑to‑1s.
- Dedicated personal development plan.
Benefits
- Free access to onsite staff gym at head office.
- Free onsite parking.
- Staff events and wellbeing activities.
- Free tea, coffee and fruit.
- Cycle to Work scheme.
- 28 days holiday (including Bank Holidays) plus 3 additional shutdown days at Christmas.
- Increased holiday entitlement after 5 years.
- Contributory pension scheme.
- Health benefits package.
- Staff merchandise and access to Origin Fitness equipment at cost price.
We are committed to equality, diversity, and creating an inclusive workplace.
Find out more: originfitness.com/working-at-origin
Pay: £26,000.00-£28,000.00 per year
Benefits:
- Casual dress
- Company events
- Company pension
- Health & wellbeing programme
- On-site parking
Experience:
- Service : 2 years (preferred)
- Microsoft Dynamics 365: 1 year (preferred)
- Microsoft Dynamics Navision: 1 year (preferred)
Work authorisation:
- United Kingdom (required)
Work Location: In person
